Section 3: Equipment Acquisition
Acquisition Methods
Districts can acquire traffic signal equipment by any of the
following methods:
- through the Support Services Division (SSD) Regional Supply Center
- through small purchases
- through blanket orders
- through construction contracts.
Explanations of each of these methods follow.
Acquisition through SSD Regional Supply Center
Equipment obtained through the SSD Regional Supply Center
provides uniformity and quick purchase time. This is the most economical
way to purchase equipment because warehouse stock is purchased in
larger quantities. Districts may order equipment from the Regional
Distribution Centers by submitting an "Inter-Unit Transfer" request
through the PeopleSoft Inventory module, or by submitting an "EPRO
REQ" through the "Purchasing" module in PeopleSoft. The NIGP # will
be required for each item requested.
Acquisition through Small Purchase
Equipment not stocked in the general warehouse can be obtained
through either a small purchase or a blanket order. The small purchase
is most useful and practical for infrequently purchased items (items
purchased once or twice a year). Three bids are required for small
purchases over $5,000, unless a sole source purchase justification
is submitted to the Procurement Division (PRO). Purchases of equipment
over $25,000 are handled as an Open Market purchase by the Comptroller of
Public Accounts (CPA).
Acquisition through Blanket Order
Blanket orders can be established for more commonly purchased
items (equipment purchased on a small purchase basis several times
a year). This type of purchase procedure also promotes equipment
uniformity. Blanket purchases are made through PRO, and delivery
is made directly to the district requesting the equipment. Pre-established
Blanket Purchase Orders generally allow for a shorter delivery time.
Acquisition through Construction Contract
Traffic signal equipment may be acquired through construction
contracts by any of the following three means:
- The contractor may supply the traffic signal equipment.
- The state may furnish the traffic signal equipment. With this method, the state purchases the traffic signal equipment through the general warehouse, small purchase, or blanket order and provides the equipment to the contractor for installation. This method will also require that a Public Interest Statement (PIS) be submitted to TRF for approval. The PIS must include justification as to why it is in the public's best interest that TxDOT provide the signal equipment.
- When a traffic signal is being installed in a city, the city may supply the traffic signal equipment to the contractor for installation. If the city wishes to be compensated for providing the equipment, a PIS must be submitted to TRF for approval.
Coordinating First Time Purchases with TRF
Whenever new traffic signal equipment is purchased for the
first time, the purchase should be coordinated with the TRF Traffic
Management Section (TRF-TM) to ensure that all TxDOT districts and
divisions become aware of the experiences with and testing done
on the product. This coordination helps maintain uniformity across
the state and reduces duplication of effort between districts and
divisions.
Equipment Testing
Equipment must undergo environmental testing by TRF-TM as
specified. Equipment that is not on a prequalified list must also
go through functional testing at either the district or by TRF-TM.
This testing is in addition to the environmental testing.
If the equipment is supplied by the state through the PRO
purchasing system, it has already been through both the functional
and environmental tests. Such equipment is also purchased in larger quantities
and can provide significant cost savings.
Product Prequalification
The equipment testing performed by TRF-TM includes the evaluation
of new products and testing products for prequalification. Prequalification
reduces the time required to test pre-shipment samples and the duplication
of effort between the districts and division.
Equipment for Contract Jobs
Equipment on contracted projects can be supplied by the contractor,
state, or city.
If the equipment is supplied by the contractor, it must be
thoroughly checked to verify that it meets all pertinent specifications.
Prequalification of traffic signal equipment does not eliminate
the need for testing. Testing is the only assurance that the equipment
will function as specified when it is installed at the intersection.